1. 1 Electronic Records Management and Preservation Denis Plude June 26, 2006

2. 2 Agenda E-Records and Assured Records Management Applications and Interfaces Long Term E-Records Considerations and Best Practices Q & A

3. 3 E-Records and Assured Records Management

4. 4 Unstructured content Does not fit into rows and columns Content volume is growing by over 200% per year (Forrester Research) Types of unstructured content Documents, Web pages, XML components, audio, video, medical images, scanned images, engineering drawings, enterprise reports, records, presentations, contracts… The Problem: 80% Of Enterprise Content Is Unstructured, Yet It Needs to be Managed with Database Discipline Structured Unstructured

5. 5 The most pervasive information type: Unchanging data objects with long-term value Monthly reports MRIs News clips Newspapers Genomic data Government records Transcripts Video conferences Videos Voice to Web Transcription White papers X-rays Letters Manuals Medical Records Documents E-mail archiving Engineering Drawings Check images Clinical trial results Biometric data Blueprints Books Seismic data Spreadsheets Training materials Historical documents Insurance photos Legal documents Clinical Instrumenta- tion CT scans Contracts Astronomic data Audio conference Backups Periodicals Proteomic data Satellite photos Business records CAD/CAM originals Fixed Digitized Content The Best Solution for Fixed Content is an Enterprise Archive

6. 6 E-Records  Every electronic file has an intrinsic business value  Not every electronic file is destined to become an e-record  A file becomes an e-record when criteria for retention and/or value is met  Just because an e-record has value doesn’t mean it needs to be kept forever  Apply assured records management criteria to define e- records

7. 7 Assured Records Management – Defining E-Records  Does the data have something to do with business functions?  Is the information subject to legal and/or regulatory authority?  Is there historical or future value?  If the any of the above are true, then that information should be considered an e-record

8. 8 Assured Records Management Isn’t Just Hardware  Saving everything to tape or disk isn’t ARM  ARM is about applying a consistent methodology in order to reduce cost, increase ROI, and manage risk of archived data  Like Information Technology, it’s composed of people, process and technology

9. 9 Assured Records Management - People  Document policies  Train employees, including managers!  Oversight reviews

10. 10 Assured Records Management - Process  Data classification  If you take the time to do the above, it will pay off down the road  Blanket policies, while the easiest, are the most costly (e.g., keep everything forever)  Involve legal, executive and senior management, and IT professionals

11. 11 Assured Records Management - Technology  Lots of new and intriguing technology is available  Tier data based on business value and availability requirements  TCO, TCO, TCO!! Hard to do with strained budgets and political pressures.  Whatever hardware and software platform is chosen must provide the following: –Integrity – no alteration whatsoever since record creation –Accuracy – the record contains what it’s supposed to since creation –Authenticity – where, when and who created it, and/or changed it –Accessibility – is it available in a timely manner

12. 12 Applications and Interfaces

13. 13 Application Options  Lots of robust software for all kinds of data requirements  Define business requirements  Leverage vendor experience  What are other cities, counties, municipalities, states doing?

14. 14 Hardware Options  SAN – fast, reliable, expensive, file system  NAS – lots of flavors, perfect for collaboration, file system  Tape – traditional archive and backup medium, viewed as cheapest but that’s not always the case  Optical – WORM, DVD, CD  CAS – Object based, WORM on disk, designed to store lots of data for long periods of time, no file system  “Tiering” of application data – match the platform type to the service level requirements of the data The right storage at the right time at the right cost.

15. 15 Long Term E-Records Considerations and Best Practices

16. 16 What’s the biggest pain in keeping data a long time?

17. 17 Format impacts to a digital archive  Tape drives typically have a 5 – 7 year lifecycle –Throws TCO out the window –Ever try to recover data from a tape that’s 4 or 5 years old?  Optical has been used where speed is required –Expensive –Questionable reliability –Format changes and migrations  Separate archive storage subsystems systems for MF and Open environments –VTL, Optical, Tape  File systems don’t efficiently scale as digital archive medium –Location dependent, management intensive, require backup

18. 18 Content Addressed Storage – The answer for digital archive  CAS gives benefits of optical (WORM) and speed of disk –Integrity, Accuracy, Authenticity, Accessibility  API integration provides flexibility – YOU choose the app!  Retention policy enforcement  Enables compliance  Assured destruction  Geographically independent and DR capable  Eliminates need to change formats  Concurrent support for MF and Open Systems  Low TCO  Self-managing, self-healing, self-configuring

19. 19 Summary ü Explosive growth of unstructured data ü Digital archiving and assured records management require planning ü Tier storage for maximum TCO ü Use your vendor partners and similar environments to develop best practices specific to your application and data requirements ü Tape and optical are no longer appropriate mediums for digital archives ü Content Addressed Storage was designed from the ground up for digital archive